Privacy policy

We understand that your privacy is important and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services or contacting us, you confirm that you have read and understood this Privacy Policy.

About Us

Fast Track Services Ltd, trading as Fast Track London, is a limited company registered in England and Wales under company number 11420107. Our registered office is 5a Falkland Road, London NW5 2PS. Our principal place of business is 59 Leighton Road, Kentish Town, London NW5 2QH.

For data protection legislation, we are the data controller.

1. What This Notice Covers

This Privacy Notice explains how we collect and use personal data when you engage our apostille and document legalisation services, visit our website, or communicate with us. It also describes your rights under applicable data protection law.

2. What Is Personal Data

Personal data means any information relating to an identified or identifiable individual, as defined by the UK General Data Protection Regulation and the Data Protection Act 2018. This includes information that directly identifies you and information that indirectly identifies you.

3. The Personal Data We Collect

We collect and process personal data that is necessary to provide apostille and document legalisation services. This may include:

Name, postal address, email address, telephone number, and billing details.

Identity and official documents provided by you for the purpose of legalisation or apostille services, including passports, identity cards, birth certificates, marriage certificates, academic records, court documents, powers of attorney, and related supporting documentation.

Payment and transaction information, including payment confirmation and invoicing details. Payment card details are processed securely by our payment service providers and are not stored by us.

Correspondence and communication between you and us, including emails, telephone records, and written instructions.

Technical data relating to your use of our website, including IP address and browser information, is collected where required for security and operational purposes.

4. How We Collect Personal Data

We collect personal data directly from you when you:

instruct us to provide services
submit documents for apostille or legalisation
contact us by email, telephone, or post
make a payment
exercise your data protection rights
use our website
enter promotions or complete surveys

We may also receive personal data from third parties where necessary to provide our services, including courier companies, payment service providers, the UK Foreign, Commonwealth and Development Office, embassies, consulates, and other competent authorities.

5. Lawful Bases for Processing

We process personal data only where it is permitted by law. The lawful bases we rely on include:

Performance of a contract. Processing is necessary to provide apostille and document legalisation services requested by you.
Legal obligation. Processing is required to comply with applicable legal and regulatory obligations.
Legitimate interests. Processing is necessary for the proper administration of our business, the prevention of fraud, the security of our services, and the improvement of service delivery, where such interests are not overridden by your rights.
Consent. Where required, we rely on your consent, which you may withdraw at any time.

6. How We Use Personal Data

We use personal data to provide apostille and document legalisation services, including submitting documents to the appropriate authorities and embassies. This information is also used to communicate with you about instructions, progress, and completion of our services, to process payments and issue invoices, to comply with legal and regulatory obligations, and to maintain accurate records while protecting our legal interests.

7. Marketing Communications

We may send you service-related communications and, where you have consented, information about our services. We do not carry out behavioural profiling or targeted advertising based on online activity. You may opt out of marketing communications at any time by contacting us or using the unsubscribe option provided.

8. Disclosure of Personal Data

We disclose personal data only where necessary to provide our services or comply with legal obligations. This includes disclosure to:

The UK Foreign, Commonwealth and Development Office, embassies, consulates, courts, and other public authorities for document legalisation. These bodies act as independent data controllers.
Courier and logistics providers for the secure transportation of documents.
Professional advisers, IT service providers, and payment service providers acting under contractual confidentiality obligations.
In connection with a business transaction such as a merger or bankruptcy, to comply with any applicable legal obligations (including to respond to subpoenas, search warrants and similar requests), to enforce any applicable terms of service or policies, and to protect or defend the Services, our rights, and the rights of our users or others.
Regulatory or law enforcement authorities, where required by law.

9. Relationship with Shopify

Our website is hosted by Shopify, which provides the technical infrastructure necessary to operate the website. Shopify processes limited personal data on our behalf as a data processor. In certain circumstances, Shopify acts as an independent data controller for platform security and operational purposes. Further information is available in Shopify’s privacy documentation, which can be found here.

10. Third Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of third-party websites. You should review their privacy policies before providing any personal data.

11. International Transfers

To provide apostille and legalisation services, we may transfer personal data and documents to authorities and embassies outside the United Kingdom. These bodies process personal data under their own legal frameworks and international conventions.

Where we transfer personal data to private service providers outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with UK data protection law.

12. Security and Retention

We implement appropriate technical and organisational measures to protect personal data.

We retain personal data only for as long as necessary for the purposes for which it was collected. In general:

Client instructions, transaction records, and correspondence are retained for up to five years to comply with legal and regulatory obligations.

Copies of documents submitted for legalisation are retained only for as long as required to complete the service and resolve any subsequent queries or disputes.

Marketing data is retained until consent is withdrawn.

13. Your Rights

You have rights under data protection law, including:

Right to be informed- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You may also withdraw consent at any time where processing is based on consent.

15. Complaints

If you have concerns about our use of your personal data, you may contact us at Fast Track London, 59 Leighton Road, London, NW5 2QH or send an email to us at support@fasttracklondon.co.uk

Telephone: 02039579800

You also have the right to lodge a complaint with the Information Commissioner’s Office.

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Telephone: 0303 123 1113 Website: www.ico.org.uk